Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchases Order preparation options.
Before we begin, let us understand about the need of Purchases order Entry and the relevance of this particular activity.
Purchase order is a formal commitment placed upon by one party to another with all the relevant terms and conditions stated in such order to help govern and facilitate the closure of transaction for purchase. When you place a Purchase Order upon a vendor you would want to ensure its timely execution and purchase order helps clarifying the accountability at either end. Accurate record of purchase order also helps you tracking your expected cash liability so there is no credibility exposure in play. After all, prices of a product are more or less directly related to the payment terms and past deals of a vendor with an entity.
You can create a Purchase order under Purchases Module of AlignBooks.
The key functions of Purchase Order Module are:
Creation of a New Purchase Order,
Modification of an existing Purchase Order;
Deletion of an existing Purchase Order.
Configuration:
AlignBooks provide you the facility to configure your Purchase Order documents with respect to choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Click on “Configuration” to configure this document. Click here “How to Configure a Document”, to know more about this utility.
Let’s now understand how to create a New Purchase Order in simple steps
You have three ways to prepare a Purchase Order;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured “Multi location “ON” in configuration ->Company Setup->General Setup”.If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
Category : If you are classifying your document in different categories,select the applicable category from the drop down menu. This field is available only if you have configured “Document Classification - ON” in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab
Vendor : Select a Vendor from the drop down menu for whom you are preparing the Order. You can Add, Edit or Delete a Vendor by following the process described under Location Tab.
Currency : If you are preparing Invoice in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured “Multi Currency - ON” in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.
Order Date : Enter the Order date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.
Number : While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
Ref No. : Here you may enter the vendor’s document reference number or previousDocument number, if any. Say if you had got a written estimate from your Vendor, you can give the reference number of that estimate.
Agent :System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured “Agent wise Billing - ON” in Configuration ->Company Setup->Purchases Setup. If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu.
Tax : Select “Inclusive” from the drop down menu, if rates are inclusive of taxes else select “Exclusive”. This field is available only if you have configured “Tax Applicable in Sales / Purchase – ON” in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured “Tax in Rates – Document Based” in Configuration ->Company Setup->Purchases Setup.
Billing Address: System will trace and auto fill the Billing Address, GST No. and Contact person details automatically from the vendor master. You can make changes if you wish to.
Shipping Address : System will trace and auto fill the Shipping Address details automatically from the Vendor master. You can make changes if you wish to.
Payment Terms: System will trace and auto fill the Payment Terms from the Vendor master. You can make changes if you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu.
Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as “Disabled”
Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Vendor and the Purchase Order. We will now enter the specific Item or Product details to generate a Purchase Order;
So far we have entered the relevant details to clearly identify the Vendor and the Purchase Order. We will now enter the specific Item or Product details to generate a Purchase Order;
: Click here to add a Row to the table.
: Click here to delete a row from the table.
Item Code: Select an Item code from the drop down list. Click on “+” to add a new Item.
Description: System will fill the description details automatically from Item Master.
Unit: System will fill the unit details automatically from Item Master.
Quantity: Enter the Item Quantity here.
Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually.
Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.
Remark : If you wish to put any remark against an Item, enter here.
Item Balance : System will display the Stock in hand of this particular item.
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
The columns which will appear based on Configuration in Company Setup are:
Column
Will appear If
Tax Code
General Setup – Tax Applicable in Sales / purchase – “ON”
Tax Rate
General Setup – Tax Applicable in Sales / purchase – “ON”
Taxable
General Setup – Tax Applicable in Sales / purchase – “ON”
Tax Amount
General Setup – Tax Applicable in Sales / purchase – “ON”
Logistic Details
Sales Setup -> Basic->Logistic Details – “ON”
Pack Unit
Inventory -> Basic-> Separate Packing Unit – “ON”
Pack Qty
Inventory -> Basic-> Separate Packing Unit – “ON”
Warehouse
Inventory -> Basic->Warehouse – “ON”
Print Description
Inventory -> Basic-> Separate Print Description – “ON”
Item Serial No.
Inventory->Item Extended Property-> Item Serial No Tracking– “ON”
Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of estimate received from Vendor. You can browse the location to attach the same. Click on “X” to remove the attachment.
User Defined Fields 1-5 : During the Purchases Setup (->Purchases Setup->Purchases Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
Purchases Value : System will calculate the Total Item Purchases Value, based on the data filled in the Table during the creation of a Purchase Order and will display here.
User Defined Extra Charges/Discounts – Item level (1-3): During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Order and will display here.
User Defined Extra Charges/Discounts – Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Purchases Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item.
Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured “Round off – None” in Configuration->Company Setup->Purchase Setup->Basic.
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
User Defined Extra Charges/Discounts – Item level (1-3) : During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Order and will display here.
Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured “Round off – None” in Configuration->Company Setup->Purchase Setup->Basic. 
Click on 
to print the document prepared by you. Click here “Print Utility”, to know more about this utility.
Import: Click on 
to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
Schedule: If you want to create a schedule for this document, click on 
. Click here “Schedule a Document”, to know more about this utility.
Click 
to open an existing Purchase Order. Click here “Open a Document”, to know more about this utility.
Click 
to copy the values from an existing Purchase Order. Click here “Copy from a Document”, to know more about this utility.
option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
to save the document prepared by you.
beside Mail and click on Email or SMS.